Friday, May 29, 2009

May 16, 2009 Council Retreat Minutes



City of Ozark Missouri

 

P.O. Box 295

 

Fax

417-581-0575

Ozark, Missouri

65721

Phone

417-581-2407

 

May 16, 2009

Special Council Retreat

8:00 a.m.

 

Ozark City Council met for a Special Council Retreat at 8:00 a.m. at the new Community Center in Ozark, Missouri. All Councilpersons attended with Alderman Mark Spinabella absent:  Alderman Mike Esterl, Alderman Chris Snyder, Alderman Melissa Wagner, Alderman Dennis Sparrow and Alderman Rick Gardner with Alderman Mark Spinabella absent. City Administrator

 

8:00 a.m.

 

Introduction:

 

City Administrator Steve Childers started the Retreat with Opening Remarks. Steve thanked the Mayor and Council and City staff for giving up part of their Saturday to attend this Retreat.

Retreat Theme:

A Vision Without Action is a Daydream . Action Without Vision is a Nightmare.

 

Planning and Development: Don Duncan, Dolores Lamb and Steve Childers.

 

·                    Code Enforcement

·                    Letters of Credit

 

Don Duncan began his presentation with Property Maintenance highlighting these categories:

            Help Maintain Property Values

            Instill Civic Pride

            Prevent Blighted Areas

            Encourage Economic Development

            Reduce Crime

Don Duncan gave some examples of how to Educate the Public on Property Maintenance:

            Brochures

            Press Release

            Web Links

The top five (5) Code Issues

            Tall Grass & Weeds

            Outside Storage

            Temporary Signs

            Inoperative Vehicles

            Trash & Rubbish

 

City Administrator Steve Childers informed the Council that staff was in the process of reviewing our Sign Ordinance.

 

Enforcement Process:

            Action Request

            Official Notice

            Correction time

            Summons

Future Code Enforcement Goals:

            Rental Inspections

            Volunteer Connections

            Bi-Annual City Wide Clean Up

            Domestic Equipment Storage

            Home Based Business Permits

 

Alderman Rick Gardner questioned whether it would create a problem with the C of O if the owner had a time lapse in between the residence/business being rented and the rental inspection.

 

Don Duncan stated no, that the inspection would be a visual overview rather than an in depth inspection, these inspections are to protect the renter.

 

Don Duncan concluded his presentation by giving the "Bottom Line":

            Two Year Plan

            Change is Not Easy

            Majority of Citizens Want Enforcement

            Be Ready Both Sides Will be Upset

            We Need Your Support

 

Alderman Melissa Wagner questioned how the City educated the public of the changes to our Codes other than through the Web Site.

 

Alderman Rick Gardner suggested utilizing the water bills to notify the public of Code Amendments and adoptions.

 

City Administrator Steve Childers stated that one of his goals was to upgrade our communication process to the citizens.

 

Planning and Development Coordinator Dolores Lamb:     Letters of Credit

 

Letters of Credit:

            What They are and How they Affect the Citizens

 

 

 

 

Present Situation:

            We currently have 28 letters of credit, 27 letters are on subdivisions that developers have not completed. The unfinished subdivisions could possibly leave the City of Ozark with expensive responsibilities.

 

Summary of Existing Letters of Credit by Year:

            The City accrued:

                        Three (3) Letters of Credit in 2004.

                        Ten (10) Letters of Credit in 2005

                        Eight (8) Letters of Credit in 2006

                        Three (3) Letters of Credit in 2007

                        Four (4) Letters of Credit in 2008

 

Alderman Rick Gardner asked if the City continued inspections and issued Occupancy Permits if a Subdivision is incomplete and we have a Letter of Credit on file.

 

City Administrator Steve Childers asked the Council if they think the City should continue to allow building without finished infrastructure.

 

Alderman Rick Gardner asked if it would be feasible or even possible to place a lien on Subdivisions with incomplete infrastructure.

 

Alderman Dennis Sparrow asked if the City could require an Escrow Account.

 

City Administrator Steve Childers stated that our independent Auditors were not fans of Escrow Accounts.

 

What We've Done to Remedy:

            Then:

                        Public Infrastructure Completion was not required prior to approval on Final Plat.

 

            Now:

                        Due to our design standards all public improvements must be in place before Final

                        Plat approval.

                        Our recently revised Ordinance deals only with maintenance.

 

What Should our Next Step Be:

            Option 1:          Draw on the Letters of Credit and accept responsibility to complete the

                                    longest standing incomplete subdivisions.

            Option 2:          Continue to Accept the Renewal of Letters of Credit for incomplete

                                    infrastructure, year after year.

 

Alderman Rick Gardner asked if an incomplete Subdivision becomes under new ownership will the new owner abide by the Codes that were in place when the Final Plat was approved or the Codes that are in place at the time of the sale.

 

City Administrator Steve Childers stated that would be a question for City Attorney David Collignon to give his legal opinion to the Council

 

Public Safety:             Police Chief Lyle Hodges.

 

New Public Safety Issues in Ozark:

            E-911 Sales Tax

                        To be Implemented January 2010

                        Purpose

                        Future of 911

 

Police Chief Lyle Hodges updated the Council on the new Police dog the City recently received. We've had several successful drug busts and had several communities request his services.

 

Police Department Updates:

            Grants

            Bike Patrol

            K-9 Unit

 

Alderman Mike Esterl suggested Lyle inform the new Council on the DEA Forfeiture Funds the Police Department has received.

 

Police Chief Lyle Hodges stated that we currently have loaned an officer to the DEA Department, the DEA reimburses the City for this Officer's overtime. We have received several thousands of dollars of Forfeiture Funds that can only be utilized for unbudgeted items.

 

The Bicycle Patrol is going to be used mainly for a Public Relations tool. They will also be utilized on construction sites late at night to help eliminate construction site thefts.

 

Community Policing- is strongly encouraged, to let our presence be known in Subdivisions and at Businesses.

 

Alderman Melissa Wagner asked if the Council will be informed of any equipment that is purchased with the Forfeiture Funds.

 

Police Chief Lyle Hodges stated that most of everything the Police Department purchases is awarded through our bidding process. Some of the smaller purchases Council may not be aware of; such as, digital cameras for each patrol car.

 

Finances/Budget:       City Treasurer Alice Edwards  

 

City Treasurer Alice Edwards gave the Council an Overview of the Budget through March 31, 2009.

During the first quarter we have consistently brought in more money than what we have spent. Alice Edwards anticipates the first Budget Amendment in June, 2009.

Alice Edwards gave the Council an overview of the City's Revenue Sources and a breakdown of these Revenues for each Department.

 

Budget Preparation Time Line:

            July-                 Preliminary Revenue Projections.

            August-            Departmental Expenditure Requests.

            September-      Final Revenue Estimates.

                                    Review of Departmental Expenditure Requests.

            October-          Three (3) Council Budget Meetings.

            November-      Three (3) Council Budget Meetings.

            December-       First Meeting present the Preliminary Budget.

                                    Revisions Made

                                    Final 2010 Budget Presented and Passage.

 

*Staff will have to coordinate the Approval of the 2010 Budget Ordinance with the newly enacted Council Meeting procedures.

 

GIS Department:       GIS Coordinator Marcus Heilman.

 

Marcus Heilman gave a presentation of the Purpose and Capabilities of the GIS Department:

 

            Purpose

            Programs:

                        ARC G.I.S.

                        Cartegraph

 

City Administrator Steve Childers stated that the City is in the process of developing a Transportation Master Plan.

 

Marcus Heilman updated the Council on the GIS Department's Current Projects-They are currently mapping the City's sewer system while collecting and inputting data into the computer system. This process when finished will put us into compliance with the GASBY 34 requirements.

 

Parks and Recreation Department:  Parks and Recreation Director Dodee Matthews.

 

            OC Budget/Status

            Program Updates and Upcoming Events

 

Dodee Matthews gave the Council an overview of where the new Community Center was according to the Budget.

 

Dodee Matthews gave dates for upcoming Park programs and events.

 

The Membership Drive is going well, approximately 1500 Memberships have currently been sold. When all the Memberships have been updated into the system she will give the Council a more accurate count of Memberships sold.

 

Public Works:             Public Works Director Larry Martin

 

            Stormwater

            Water

            Wastewater Treatment

            Fees

            Streets

                        Pavement Management Systems

            Other Related Issues

                        How Sinkholes Form

                        Southfork Sinkhole

 

Larry Martin gave an overview of each Department of the Public Works functions.

Larry Martin updated the Council on the process of becoming in compliance with the Department of Natural Resources mandated MS4 requirements.

 

Storm Water:

            Issues

            Storm Water Master Plan

            Subdivisions:

                        Wellington Springs and Walnut Crossing.

 

Water Projects:

            Quail Run

            Interlochen (Fremont Hills)

            North Plane, Elevated Storage Tank Intercepting Lines

            Update Service Projects

 

Wastewater Treatment:

            Master Plan Review

            Current Projects

                        WWTF Improvements

                        Elk Valley WWTP New Facility

                        Elk Valley Interceptors

                                    Section 1          Section 2          Section 3

                        SCADA

                        Pump Stations

 

Larry Martin informed the Council that the current Treatment Plant has had a new odor control system installed. The system is not working properly. They are working to correct the problem in case the Mayor or Council receive phone calls.

 

Lunch 12:00 p.m. Guest Speaker-Programs Coordinator for the Missouri State University

      Gail Melgrin.

Gail Melgrin gave a wonderful speech on the topic of Strategic Planning & Governance.

 

Administrative Topics-          Steve Childers, Larry Martin, Cara Jones and Heather Mullanack.

 

City Administrator Steve Childers:

 

The Big Picture:

 

            Growing Community

                        Schools, New Businesses and Increased Population

                        Requests for Expansion of Public Services

                        Need for Additional Employees

                        Need for Additional Space

 

            Positions Budgeted in 2009

                        Administrative Project Manager (Cara Jones)

                        City Planner

                        New OC Staff

                        New Wastewater Treatment Plant Operator

 

            Positions Needed in 2010

                        Information Technology Specialists

                        Legal Assistant

 

            Space Needs Analysis

 

            Accomplishments and Goals

                        Accomplishments and Goals for 2009

                        Setting Goals for 2010

 

            2010 Census

                        What it Means For the City

                        Stimulus Money Opportunities

 

Cara Jones updated the Council on the City's role in the 2010 Census count that will begin in the Spring of 2010.

 

Organizational Communication:

            Strengthening of Internal Organization

                        Employee Manual

                        Standardizing Processes

 

External Communication:

            Public Relations & Outreach

                        Development of PR Plan

                        Regular Press Releases & Articles

                        E-Gov/Improved Website

            Establishing Partnerships

                        OREP

                        County

                        Chamber/EDAB

                        Schools

 

Alderman Rick Gardner stated that the City needed one Website where one central Economic Development impact could be highlighted.

 

Special Topics:

            Old Community Building on the Square-The City is utilizing a Brownfield Grant to check the old Community Building for mold and asbestos issues. The goal is to sell the building.

 

Alderman Melissa Wagner questioned whether or not the property could be of value to the City for future needs.

 

Mayor Bradley Jackson stated that there are a lot of possibilities for the building; the exterior walls will need to be preserved.

 

            Audit Report Update-May 19, 2009 at 7:00 p.m.

           

Pedestrian Master Plan

                        Sidewalk Escrow Fund

                        Safe Routes to School

                        Sidewalk Enhancement Projects

                                    Phase I, II & III Grant Administration

 

            Downtown Development Update

 

            Business/Development Incentives

 

Cara Jones stated that she has been working diligently with School Officials to implement sidewalks within a one mile radius away from each school.

 

Unfunded Needs:

 

            E-Gov/Website Improvements

            Time Clock/Payroll Systems

            Security for Facilities

            Transportation Improvements

            Additional Staff & Training

            Drinking Water/Utilities Master Plan

            Additional Employee Work Space

            Audio/Video Presentation Equipment

 

Employee Training Goals:

The City has been offered by OTC several class opportunities to offer to our employees through their Workforce Development Program:

            Basic Computer Training, Excel

            Communication/Team Building/Leadership/Supervisoy

 

The Meeting adjourned at 2:15 p.m.

 

 

 

Preparers Signature:

 

_________________________________

 

Approval Signature:

 

_________________________________

 




--
Thanks and Have a Great Day!!

Melissa Wagner
417.231.1045
www.ozarkmissouri.blogspot.com
www.twitter.com/melissadwagner

2 comments:

  1. Hello. I'm curious how I find out what decision was made or if a decision was made regarding Planning and Zoning/Letters of Credit/Incomplete Subdivision Infrastructures.

    In the May 16, 2009 minutes, Planning and Development Coordinator Dolores Lamb stated two options for incomplete infrastructures in subdivisions. Option 1: Draw on the Letters of Credit, or Option 2: Continue to accept renewals of Letters of Credit for incomplete infrastructure, year after year.

    This affects me and I'm researching this problem and what to do about it.

    Thank you.

    ReplyDelete
  2. Thank you for your post. This is something that is very important to me, and I hope to start addressing soon. It seems to me that there have been two issue that have kept this from being address in the past: 1. There are 28 subdivisions that currently have letters of credit and incomplete infrastructure. It makes it difficult to decide where to start. 2. Most of the letters of credit will not cover the total cost of the incomplete infrastructure. This means money will need to be budgeted to complete the projects. It will cost around $1 million to complete all of the subdivisions.

    The good news is that the city has stopped the bleeding. What I mean by this is that there are now rules in place that will require all of the infrastructure be completed before lots are sold in new subdivisions. Unfortunately, this does not help any one currently living in existing subdivisions.

    The cost of materials is only going to get more expensive, so the longer we let the letters of credit sit, the less infrastructure they are going to pay for. Time is of the essence. We will be starting budget talks soon, and I can assure you this will be something I bring up as a priority to me.

    Two things you should consider:
    1. I am one of six. Call the rest of the aldermen and Mayor Jackson and let them know how you feel.
    2. There are 28 subdivisions to consider. Even if we get some money approved in next year's budget, your subdivision may not be the first on the list. In fact, it may be 28th. Getting this problem fixed, and in a tight economy, is going to take time.

    Thanks for posting.

    ReplyDelete